Dance concert checklist: what to arrange and when

A dance concert depends on more than booking performers and putting speakers on stage. You need a clear production schedule, reliable sound equipment, permits, ticketing, artist information, and a venue plan that volunteers can follow. Start with the date, location, performers, and technical setup, then move to audience arrangements, catering, and printed materials. This checklist keeps the work in order and highlights details that are often left until the final week.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Book performers and dance groups
2 people
Reserve sound equipment
Check permits and insurance
Draw up the program and schedule
2 people
Send invitations
2 people
Open ticket sales
Process registrations
Collect dietary requirements
Order catering and refreshments
2 people
Assign volunteers
2 people
Share the run-of-show
Collect artist information
Check technical requirements
2 people
Gather music files
2 people
Create map and visitor route
Make name tags and wristbands
2 people
Print programs
Purchase decorations
2 people
Check stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Set up tables and chairs
5 people
Clear the dance floor
3 people
Connect sound
3 people
Connect the lighting
2 people
Test microphones
2 people
Test music and playlists
2 people
Hang up decorations
3 people
Set up the entrance and coat check
3 people
Build the catering buffet
3 people
Set out drinks
2 people
Set out snacks
2 people
Check toilets
Check the safety routes
2 people
Welcome performers
2 people
Give the artist briefing
2 people
Open the doors
3 people
Check in visitors
4 people
Hand out programs
2 people
Staff the cloakroom
2 people
Start opening music
Guide the performances
3 people
Announce break
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Clear buffet
2 people
Keep the audience area clean
2 people
Tear down the performances
3 people
Announce the closing act
Wrap up music
Guide visitors to the exit
3 people
Complete coat check checkout
2 people

Aftercare

Turn off the sound
2 people
Switch off lighting equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the venue
4 people
Collect lost and found items
Pack equipment
3 people
Return materials
2 people
Store leftover stock
2 people
Dispose of waste
2 people
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Bar stoolsqty 12
Tablesqty 10
Chairsqty 100
Coat racksqty 4
Foldable tablesqty 4
Bollardsqty 8

Equipment

Speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music laptop
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10
Headphonesqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Corkscrewsqty 2
Bottle openersqty 4
Cutting boardsqty 4
Chef's cutleryqty 4
Ice packsqty 16

Decorations

Fabric backdropsqty 3
Balloon archesqty 2
Tableclothsqty 10
Plantsqty 8
Program standsqty 4
Directional signsqty 8
Chalkboardsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Waste binsqty 6

Catering

Groceries

Tips

Confirm the venue’s power supply and loading access before hiring sound equipment. Speakers, mixers, microphones, DI boxes, cable reels, and lighting stands need a practical route from the unloading area to the performance space.
Collect each performer’s technical requirements and music files at least 14 days before the concert. This gives the sound team time to test the music laptop, audio cables, microphones, and playback setup instead of discovering missing files during soundcheck.
Set ticket sales and registration deadlines before sending invitations. Close dietary-requirement collection at least 7 days before the event so catering quantities, serving platters, tongs, plates, cutlery, and drinks can be ordered accurately.
Give volunteers the run-of-show, visitor map, and assigned positions no later than 48 hours before doors open. Include who handles wristbands and name tags, who directs visitors, and who stays near the coat racks and entrance.
Plan the final venue setup around the opening time, not the performance start. Allow at least 2 hours for furniture, decorations, chilled drinks, snacks, lighting, cable checks, and a clear loading and unloading area; prepare flashlights and power strips before the audience arrives.

Frequently asked questions

How far in advance should I organize a dance concert?: Start at least 8 to 12 weeks ahead if performers, permits, ticket sales, and technical equipment are involved. Confirm the date, venue, artists, and sound setup first, then schedule catering and volunteer work.
When should I book sound equipment for a dance concert?: Reserve speakers, a mixer, microphones, stands, DI boxes, cables, and lighting at least 6 weeks before the concert. Send the performers’ technical requirements to the supplier 2 to 3 weeks before the event.
How many drinks should I order for a dance concert?: For the first hour, allow roughly 2 to 3 drinks per attendee, then about 1 drink per person per additional hour. Add water and account for performers, volunteers, and catering staff separately.
When should volunteers receive the dance concert schedule?: Send the run-of-show, visitor route, and role assignments at least 48 hours before opening. Hold a short briefing on the day itself, ideally 60 minutes before doors open, so everyone knows where to report.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.